STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE AUTHORITY

Authorize the completion of the fire station emergency generator electrical connection and integration with city emergency operations center (EOC) by authorizing the City Manager to execute an agreement with Phillips Electric LLC, in an amount not to exceed $36,230.04 and a total budget of $40,000 to cover any unanticipated expenses associated with this project, for the installation, electrical connection, testing, and commissioning of the emergency generator at the Coalinga Fire Station; approve a mid-year budget adjustment to fund this unbudgeted expenditure; and authorize the City Manager to approve any minor administrative changes necessary to complete the project.

The Fire Station emergency generator project has been in development since 2021. The project was initiated by the previous administration to address the need for reliable backup power at a critical public safety facility and to support the City’s emergency management functions.

Since its inception, the project has experienced significant delays due to multiple factors, including:

• Coordination with multiple electrical engineers over the course of the project lifecycle.
• Design revisions that required the City to address the age, configuration, and limitations of the existing Fire Station electrical switchgear.
• Extended delays with the utility company (PG&E) related to interconnection requirements, approvals, and scheduling.
  
  

Despite these challenges, the remaining and final phase of the project is the electrical connection, integration with the automatic transfer switch (ATS), and commissioning of the system to make it fully operational.

Phillips Electric LLC, a licensed electrical contractor, has evaluated the current conditions and prepared a detailed estimate to complete the integration safely and in compliance with current electrical codes and inspection requirements.

This project’s extended timeline reflects the complexity of integrating modern emergency power systems into aging infrastructure while meeting evolving utility and regulatory requirements. Over several years, changes in engineering approach and prolonged utility coordination significantly delayed completion. With the generator now installed and utility coordination substantially resolved, the City is positioned to complete the final connection phase.

The proposed work will:

• Connect the standby generator and ATS to the Fire Station’s main electrical system.
• Ensure proper grounding, labeling, and compliance with National Electrical Code (NEC) standards.
• Address challenges related to aging switchgear, including limited space, corrosion, obsolete components, and lack of updated schematics.
• Safely test and commission the system to confirm proper power transfer during outages.
  
  

Completion of this work will provide a reliable and code-compliant emergency power solution for the Fire Station.

The Fire Department Training Room has been designated by the City Manager as the City’s primary Emergency Operations Center. During emergencies such as wildfires, earthquakes, severe weather, or extended power outages, the EOC serves as the central coordination point for City leadership, public safety agencies, and partner organizations.

A fully operational emergency generator is essential to:

• Maintain communications and data systems.
• Support incident command and coordination.
• Ensure life-safety operations continue without interruption.
  
  

Given the project’s long development history, completing this final phase is critical to realizing the original intent of the investment and ensuring the City’s emergency response capabilities are fully functional.

Alternatives:

1. Approve the recommended action (staff recommendation).
2. Delay the project, which would leave the Fire Station and designated EOC without reliable emergency power during outages.
3. Reject the proposal and seek alternative contractors, which may result in project delays and increased costs.

This project represents an unbudgeted expenditure with a total cost of $40,000.00. Staff is requesting City Council approval of a mid-year budget adjustment to appropriate sufficient funds to complete the generator electrical connection and commissioning. Funding is anticipated to be available through existing City fund balance, emergency preparedness funding, or other appropriate funding sources as determined by the City Manager and Finance Director. This item will be included in the mid-year review to account for the additional expense. There is sufficient funds available to cover this expense.